Drumchapel Housing Co-operative
Technology to manage meetings and workflow simplifies compliance and improves collaboration.
Client
Drumchapel Housing Co-operative (DHCL), established in Glasgow in 1988, was one of the original five pilot Fully Mutual Housing Co-operatives in Scotland and was instrumental in the establishment of the Confederation of Scottish Housing Co-operatives. The co-operative's democratic structure involves a huge percentage of residents actively participating in decision-making processes, ensuring a sense of ownership and involvement. It manages approximately 500 properties and offers maintenance and support services for approximately 1,500 residents.
Challenge
The extensive management structure, multitude of stakeholders, and the sheer volume of meetings and compliance-related tasks posed a significant challenge for DHCL. Keeping track of the vast quantities of documentation, policies, agendas, and meeting schedules took up valuable time for the management and administrative teams. Seeking a solution, DHCL approached Thirdsound ICT to analyse their business, pinpoint core issues, and explore potential technology solutions. Extensive stakeholder interviews with administrative staff, management teams, tenants, and contractors formed the basis for a solid business case, translating business requirements into a comprehensive system specification, designed to provide an immediate return on investment.
Solution
Thirdsound ICT devised a bespoke software platform leveraging Microsoft's SharePoint/365 infrastructure to address DHCL's core challenges. The solution focused on two fundamental requirements:
The management of meetings including scheduling, notifications, and the provision of agendas; and
The management of all documentation across the organisation including version control, secured access and streamlined workflow.
Thirdsound also provided support, maintenance, and extension of the platform, further increasing the ROI.
Results
The implementation of the bespoke software platform led to several tangible benefits for DHCL:
Reduced Paperwork and Enhanced Efficiency: The centralised digital repository significantly minimised paperwork, streamlining access to critical documents and assets across the association.
Meeting Management Optimisation: The meeting management system streamlined agenda creation, meeting scheduling, and the storage of minutes, simplifying complex compliance-related tasks.
Improved Collaboration and Accessibility: The platform fostered enhanced collaboration among stakeholders while ensuring secure and accessible data storage, facilitating seamless information sharing.
Time and Cost Savings: Efficient document management and meeting processes resulted in considerable time savings for the management team and administrative staff, reducing operational costs.
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